Public Relations Tips: Event Planning

Planning an event typically take a lot of time and money. If you are put in charge of planning and event you will want to make sure you have enough of both. Most events need to be planned three to six months in advance.

An event, whether you are putting it on for a, church, a company, or a school, will need to be budgeted well. Making a budget for the event before making any plans will first ensure that the organization is bringing in enough funds to have an event, and second help you in your planning to help your committee to know what limits they must stay within, thus helping them to plan accordingly. Most events will not come to an end without first presenting at least a few hidden costs. You will want to plan accordingly so there will be no surprises and nothing that has to be left out at the last minute because of lack of funds.

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An event planner may be right for you. How do you know?
Event planners, who needs them? Maybe you do. Here's how to find out.

You've got an event coming up and somehow you are in charge of the entire event. You may think you have thought of everything, but have you? This event could make or break you, and now, it is up to you to make sure everything goes perfectly. The pressure is on, or is it? An event planner just might be the thing you need to make this event a great success for you.

Continue reading "Is An Event Planner Right For You" »

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Event Management can be a large but rewarding job. To manage an event you typically will get to select your committee (if they're not already permanently selected through the company you work for), choose the date, plan the event, control the publicity, and make the event as fun or as informational as you would like.

To manage an event you will first need to select your committee. How large your committee needs to be depends on how large the event will be as well as how much time do you have to plan for it. If you are planning a simple office birthday party for one of your employees, you will probably not need a large committee but rather someone to pick up food, and someone to set up, and possibly someone to advertise. However if you are planning a large company wide event, and you work in a large company, you will want to pick enough people for your committee that you can delegate enough assignments out to make sure everyone has enough time and energy to do their assignment to the best of their ability. Again the amount of assignments one person can handle will depend on the time you have before your event.

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An event calendar is a great way to publicize an even through out your company's employees, or participants in your organization. An event calendar differs from an editorial calendar in that it's main purpose and focus is to name different dates for a specified event, rather than events included with, trainings, company announcements, product release dates, and so forth.

An event calendar can be very useful for use in companies as well as, church organizations, schools, and social groups. Each of the these groups yearly holds events for social or business purposes and it is a great idea to make them known well in advance by calendaring those events.

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When creating your public relations plans it is important first to think of and write down your goals and objectives. What are you trying to accomplish? Are you trying to build the value of your business to the press of future (or current) customers? Release new product information? Simply promote increased sales through out your community? Or increase sales production among your employees? Think about and write down your objective so it is clear to you and to those who may be helping you plan.

Second you need to decide if you are going to need a committee. Is this going to be a quick informational press release? Or are you trying to promote business through better trained employees and general public awareness. If you're overall objective is much larger than just releasing some company or employee information or updates, then you will want to consider electing a committee. A committee will be able to help you see your public relations plan from all angles, and you will be able to delegate different assignments to different members in order to end up with a more complete and well rounded public relations plan.

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One thing that you can do is combine business with pleasure by planning an event for a charity that you like. This is actually quite similar to how politicians work, except for the fact you are trying to draw in customers so you most likely won't be charging each person an amount to enter. A great thing to do is to do a donation type of event. A really popular charity is Toys for Tots and many stores will offer their customers an incentive for donating to Toys for Tots at their store rather than somewhere else. By doing this you are going to meet lots of new people and can get a chance to promote your business which can bring you more customers. At the same time you are able to prove your leadership skills which can cause people to have more confidence in your company, which can lead to word of mouth referrals.

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There are a variety of options when it comes to how to use your PR. One way is to get involved in a fundraiser. One tip is if your community has a new school being built or if there is an already existing school that is trying to raise money for new books or a new school play ground. You can help this cause by helping the fundraiser out. For example you could have the school sell your products but give them deal so that they can keep five dollars off every product they sell or something along those lines. This will help the community see that you are willing to help plus they will get familiar with your name because you can see if the school will let you advertise your banners and other products and school activities where the community can see it. Another tip is to donate a lot of money or set up other organizations to help with the fund raiser this will also help the community to see that you are not afraid to get involved which will help people trust your company and want to see what your company is all about.

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Planning an event budget is almost as important as planning the event itself. You need to make sure you are making a decent profit for the amount of time and work you're putting into this event.

If you plan a budget in writing, you'll be much less likely to spend more money than you have available. It also helps to make sure you're focusing the money in the right places.

Don't forget to put in hidden expenses either: it's rare to have events without them. Hidden expenses include hiring security officers, putting up road blockades, and buying permits, to name only a few.

Plan your entire budget, and then add in 20% extra to cover these hidden costs. You'll probably need this money, and if you don't, you'll be pleasantly surprised. But don't skimp on that budget! Put it in writing, and let it keep you and your staff in check.

This is just one of the many tips found in How to Plan and Promote Sizzling Special Events!

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The truth is, Public Relations is about long-term relationships. Quite often PR does not make the phone ring today, or even tomorrow, but you're always building. You're building relationships with people who will help you when the time is right. Do not become impatient or frustrated, things will fall into place eventually. Meanwhile, you're building your brand recognition and name awareness.

Whatever happens, know that you can't try to make the phone ring tomorrow. You need to spend the time and effort into making relationships with people of influence, who will turn to you down the road when they need help. Just take your time in creating the important connections that will make business easier in the future.

Read more tips like this The Fastest, Cheapest, Easiest Ways to Publicize Your Small Busines--Even if You're a Solo Entrepreneur.

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All of us know that committees are key to successful even planning. However, everyone is probably also acquainted with the frustration and miscommunication that accompanies these groups.

When you're in charge of the event, it's important to try to delegate. People serving on committees get burned out and frustrated very easily if they don't have clear-cut jobs.

When you create committees, you need to define what that committee is responsible for, and then you need to have job descriptions for every member of that committee. At first, this is going to seem like a lot of work. However, it will be worth it in the end because everyone will know how much work they are responsible for. It keeps your people energized and aware of the commitment you need.

When setting up your event committees, make sure you take the time to delegate: everything will run smoother.

Read more tips like this in How to Plan and Promote Sizzling Special Events!

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The most important resource you can have in event-planning is people power. Do you have enough staff? How about volunteers? Events take a lot of work, and even the best people burn out on the job. Make sure you have enough people involved in your planning to get the event off the ground.

Your second most valued resource is time. In reality, you need to allow nine to twelve months to plan an event. Without this time, the stress level goes up exponentially, because you don't have enough time to get everything done, and you can't do it right. The people involved in the planning are likely to be stressed, which impacts the way they work.

Lastly, support is an under-appreciated resource. Consider yourself lucky is you have unquestioning support from your upper management. This is a resource you won't value appropriately until you have to work for it. If at all possible, get the support from your uppers before you get to start the planning process: you never know when you'll need it.

Read more tips like this in How to Plan and Promote Sizzling Special Events!

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Since this is the season when people start planning major summer and fall events, we'll be posting event planning tips for the next several days.

Choosing your date and day of the week is a very important part in planning your event.

You obviously want people to come, so it would be easier if you didn't have to compete with their other obligations. That means that weekend events are basically out, unless you have a strong pull for families to come.

During the week, it's common for professional organizations and churches to choose Wednesday for their meetings, so try not to schedule that night. Mondays are often considered family time, and don't forget that they are big days for the football games.

Your best bet is a Tuesday or Thursday, because there will be less competition for time.

Also, be sure to check up on holidays, including the lesser-known ones in your planner.

Depending on your location, you may need to pay close attention to the weather as well: if a snowstorm hits, you'll want to move your event immediately!

Whatever your event may be, you'll get a better turnout if you carefully choose the date.

Read more tips like this in How to Plan and Promote Sizzling Special Events!

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